QuickBooks Online Integration Setup

  1. Boomer Commerce
  2. Store Administrator Guide
  3. QuickBooks Setup

Use this guide to connect Boomer with QuickBooks Online, configure your settings correctly, and understand which setup steps belong in QuickBooks versus Boomer.

Before You Start

To use this integration, you must have a QuickBooks Online Plus account or higher.

This integration syncs orders, invoices, payments, and refunds from Boomer into QuickBooks Online to reduce manual entry.

Your Responsibilities in QuickBooks

  • Turn off certain Automation settings before connecting.
  • Create the tax agencies your business needs.
  • Create the Products and Services that will be used on invoices.
  • Decide whether you want to use Classes and Locations.
  • Make sure your payment terms and destination accounts are ready.

Your Responsibilities in Boomer

  • Create the QuickBooks interface record.
  • Connect Boomer to your QuickBooks account.
  • Set your general sync rules.
  • Choose your naming rules for customers, classes, and locations.
  • Map Boomer order types and revenue categories to the correct QBO products/services.

Step 1: Complete the QuickBooks Prep Work

Before you configure anything in Boomer, complete these items in QuickBooks Online:

  1. Go to Account Settings.
  2. Open the Advanced section.
  3. Under Automation, turn off automatic credit and payment behaviors.
  4. Create the tax agencies needed for the states where you do business.
  5. Create the Products and Services that should appear as invoice line items.

QuickBooks automation settings

Why this matters: Boomer sends invoice, payment, and refund data into QuickBooks, but QuickBooks still needs the correct accounting structure in place first.

Step 2: Create the Interface Record in Boomer

  1. In Boomer, go to Store Configuration.
  2. Click Interfaces.
  3. Create a new interface record for QuickBooks Online.
  4. Select the QBO Online Interface Template.
  5. Save the record.

Interfaces list

QBO online interface template

Boomer responsibility: This is where the integration shell is created and where your QuickBooks-specific settings will live.

Step 3: Open the QuickBooks Configuration Screen

  1. From the Interfaces list, click Edit on your QuickBooks interface record.
  2. Click QuickBooks Configuration.
  3. Allow a moment for the configuration window to load.

This is where you will complete the rest of the setup through the Boomer-to-QBO tabs.

Edit interface record

QuickBooks configuration button

Step 4: Connect Boomer to QuickBooks

QBO Connection Settings

QBO connection settings

In the QBO Connection Settings tab, enter the following:

  • Use Sandbox if you are connecting to a QuickBooks test account.
  • Client ID
  • Client Secret
  • Redirect URL

You can also configure:

  • Points of Contact for failure notifications
  • Send Email on Failures
  • Send Email on Order Changes After Event End Date
Important: Client ID and Client Secret are sensitive credentials and should not be shared broadly.

Step 5: Set General Sync Rules in Boomer

General Settings

General settings

SettingWhat It Does
Disable InterfaceStops Boomer from sending data into QuickBooks.
Sync DateControls which changed or new orders are sent after the selected date.
Project Code LocationDetermines whether the event-level project code or another configured field is used in QBO.
Use Order Job Number as Project CodeUses the order job number instead of the event project code when job-level tracking is needed.
No Order Item Changes After Event End DatePrevents post-event order updates from being sent to QuickBooks.
Boomer responsibility: These settings determine when data syncs and how project codes are used during export to QuickBooks.

Step 6: Choose Naming Rules

Naming Rules

Naming rules

Customer Name Rule

This determines how the customer name is created in QuickBooks. For example, you may use event name, project code, or a custom field combination depending on how you want customers organized in QBO.

Classes

If your QuickBooks account uses classes, you can enable class tracking and decide whether classes should be assigned:

  • At the invoice level
  • At the line item level

Class Name Rule

This controls how class names are built in QuickBooks if class tracking is enabled.

Locations

If QuickBooks location tracking is enabled, Boomer can use the Event Location field as the QBO Location value.

Step 7: Map Boomer Data to QuickBooks Products and Services

Boomer to QBO Mappings

This is one of the most important parts of setup. It tells Boomer which QuickBooks Product or Service should be used when orders are turned into invoice line items.

Boomer to QBO mappings

Default Mapping

Set the default QBO Product/Service for Exhibitor Orders and Show Management Orders.

Optional Product and Service Item Mappings

Optional mappings are applied in this order:

  1. Order Mapping Keywords - highest priority
  2. Revenue Type Mappings
  3. System Default - used when nothing more specific applies
QuickBooks responsibility: The correct Products and Services must already exist in QBO.
Boomer responsibility: You must map Boomer order activity to those QBO Products and Services correctly.

Step 8: Configure Payments and Refunds

Payment and refund mappings

  • Disable Sending Payments if you do not want Boomer to send payments or refunds to QuickBooks.
  • Select your Payment Terms.
  • Select the Payment Destination Account.
  • Select the Refund From Account.
Best practice: Confirm these accounts with your accounting team before turning the integration on in production.

What Syncs from Boomer to QuickBooks?

Boomer Sends

  • Customers
  • Invoices
  • Payments
  • Refunds

QuickBooks Uses

  • Customer records
  • Invoice dates and due dates
  • Products and Services
  • Payment and refund accounts

Troubleshooting Tips

Orders are not syncing

Check whether the interface is disabled, review the sync date, and confirm the event is flagged to be synchronized.

Payments are not appearing in QuickBooks

Make sure payment sending is enabled and verify the destination account is configured correctly.

You are getting sync failures

Review the failure email notifications and confirm your mappings, products/services, and tax setup are valid in QuickBooks.

Quick Setup Checklist

  • Prepare QuickBooks automation, taxes, and products/services
  • Create the QBO interface record in Boomer
  • Connect Boomer to QuickBooks
  • Set general sync rules
  • Set naming rules
  • Map products, services, payments, and refunds
  • Save and test before going live

Suggested Zendesk labels: quickbooks, quickbooks online, qbo integration, quickbooks setup, accounting integration, boomer quickbooks, invoice sync, payment sync